Accountable HR record keeping begins long before an employee walks through the door the first time, and doesn’t end until long after the employee leaves.
Where and for how long do we keep employee related documents?
I-9 forms must be kept for a minimum of three years plus one year after termination, in a separate, locked location than the personnel file. Since the GINA regulations came out, most employers must keep performance evaluations and any other document that substantiates an employer’s decision regarding wages for a minimum of two years after termination. OSHA logs should be kept for a minimum of 5 years. Payroll records, including time cards, should be kept for a minimum of 7 years. Employee medical records must be kept 30 years after termination.
Our suggestion: Put a personnel file and purge policy in place.
Speaking of documents, what can happen if an I-9 has missing or incorrect info?
Fines for incomplete or incorrect data on an I-9 document range from $100 to $1000 per question! One incomplete or missing I-9 form could cost your organization thousands of dollars. Just one missing question on each form, considering all of the forms you have for a minimum of three years, could also cost you thousands of dollars.
Our suggestion: Have a full I-9 audit & training conducted. It could save your organization thousands of dollars in fines.